MS Word Mail Merge From Whipple Hill

Completing a Mail Merge involves the following steps:

Open the List in Whipple Hill and modify it to produce the grades / school year that you want in your mailing.
Export the list to an Excel Document
Open the excel file:
1. Fix the zip codes
2. Change the sort order (optional)
3. Save as a CSV file
Merge the csv file into a word document

Note: If you don't have your own list of addresses in Whipple Hill, copy my template and save it as your own:

I have created a list called "Student Mailing" and given all admin assistants "Copy / Run" access to it. Select "copy" and name it something you will remember. Save it in a category that is easy to find.

Step 1:Modify your list to get the grades and year that you want

Open the list and click the Filters tab.
Under Roles, select Students, Incoming Students, or both
Under School year, select the school year to correspond to the grades you will select
Under Grade Level Description select all of the grades that you want included in the mailing

Step 2: Export your list to an Excel file.

Be sure to save any changes that you made
Click Run
Click Export -- Remember where you are saving the file

Step 3: Fix the zip codes and save as CSV

Open the file in Excel. You will get an error indicating that the file format doesn't match the extension. That's okay.
Select the column with the zip code. Right click on the selected column. Choose Cell Format.
Under "special," pick zip code format. This will replace any leading zeros that were stripped off.
Go to File>>Save As. Choose CSV or Comma Separated Values as the file type
Save the document in a place you can remember. You will need to locate this file when you merge it with your word document.

Step 4: Merge your file into your Word Document (PC):

Open a new document in MS Word.
From the toolbar, select Mailings